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Instructions on Importing, Editing, and Saving a Digital Document into Kurzweil-firefly

You can bring many formats into Kurzweil 3000-firefly, including PDF, AppleWorks, Microsoft Word, PowerPoints, websites, etc. Basically anything you can print you can bring into the program. These instructions will 1) show you how to import the document in, using Kurzweil 3000 Mac. Alternatively, you can scan a document that is not in a digital format already into Kurzweil, which will be in another instruction sheet. 2) Edit what is read, 3) Check and correct recognition errors, 4) Adding Supports using bubble notes(similar to STAAR A pop-ups and roll-overs, sticky notes, voice notes. 5) Turning off supports features and password protecting lock features at computers

1) Importing a document into Kurzweil Mac

In order to bring a document into Kurzweil, you will want to be at a computer that has Kurzweil 3000 installed. Kurzweil does not have to be open. Begin by going to the document and opening it in the program that created it. Here I show a PDF document. You will want to give the command to print. You will see this screen.

You will see to the bottom left corner “PDF”, click the drop-down arrow next to PDF. Select “Open as PDF in Kurzweil 3000”, as shown below.

Once you select this option and click “Print”, it will request that you login if you are not logged into Kurzweil 3000.

Once logged in, you will see Kurzweil starting the recognition process of adding the pages.

Once the pages have been recognized, the activity monitor box will disappear. The Kurzweil program menu will be displayed at the top of your screen. By default, every time you open the program the “tip of the day” and the “Welcome to Kurzweil 3000” box will appear. You can close those out (settings can be changed to not show those screens in the future by clicking on “Kurzweil 3000” main menu dropdown, clicking “Preferences” and removing the check marks). You will see the document imported in the Kurzweil window. It is always safe to save the document as you go. To do this, click the “File” dropdown and click to save locally “Save As” OR if using web license version, you can save the document to the library by clicking “Save to Universal Library” to save under your “Public” or “Private” folder.

Also, if you have students that you have assigned to your class called “My Team”, you can save it to their folder(s). If students are assigned to you, you will see their folders and can store things in their public or private folder. Alternatively, students assigned to your class can see your public folder, so rather than saving to each student, you can save to your public folder and instruct students where to find it. At this point, since you are still working on the document, save it to your “Private” folder to continue work and later move to your public folder. Below you will see the teacher, David, has folders he has created to organize his assignments. To create folders, click on the folder (public or private) you would like to create subfolders in, then click the “New Folder” button on the left to create. If you do not want subfolders, just click “Save”.

2) Edit what is being Read

The next step is to check what Kurzweil will read and the order it reads. The easiest way to start is to change the toolbar to include only Kurzweil’s “Document Preparation” tools in the toolbar. You do this by, clicking on the “View” dropdown menu and clicking “Current Toolbar” at the bottom and clicking “Document Preparation”.

This will change the Kurzweil toolbar to the view below.

You will see some common tools for preparing a document, such as Scan Next Page” (if it is a hard copy that you are physically scanning in), “Read” to listen for errors, “Edit Zones” to edit what it reads and change reading order, “Spell Check” to quickly check for recognition errors, and “Edit Underlying Text” to look for errors and make changes. You always want to Edit the Zones before looking for recognition errors in the text. Changing the Zones will re-recognize the page. So from here, let’s check the zones throughout the document. Click on the “Edit Zones” button. Your document should have numbered boxes around the text it found.

To Delete a zone, such as parts you do not want to be read, click on the box(s) and click the “delete” key on the key board. You can see below the previous zone 4 is removed.

If there is text, that does not have a box around it and you want it to read it, you can add zones by just clicking on the page and holding the mouse button down to drawing a box around it. Any box you add will number it as the last zone to be read. If you want to change this order, you click on the zone you want to change, click the dropdown menu “Scan”, then click “Zones” and select “Set Reading Order”.

Once clicked, you can change that zones order of reading by typing the number in the box, clicking “Ok” to set.

Do this throughout the document, saving changes as you go. To turn the page to check every pages zones, click the blue arrows at the bottom right corner. Once you are finished zoning, press the zone edit button to exit the edit zones.

3) Check and correct recognition errors

A quick and easy way to check for recognition errors in the text, is to run a spell check. Using the “Spell Check” button in your toolbar, run the check. The spell checker will highlight the words that may have errors in blue. Click Change, Ignore or Learn (if correct and you want to add to the spell checkers list of correct words).

In some cases, spell check will not find errors such as with numbers and symbols. You can visually edit the document as well by clicking on the “Edit Underlying Text” button in the toolbar. Doing this will open this window.

The image is above and the text recognized is below. You can edit the word by selecting the text found and typing the correction. You can also add punctuation to add pauses. Scroll right through the bar text if you want to search the rest of the page. You can do this for each page if you think other errors exist.

If you are reading math equations and there are “x” for times and “-“ for minus, you might want to do a “find” and ”replace” occurrences without having to change them one at a time. You can do this by clicking “Edit” dropdown menu, click “Find”, then click “Find” again in the side menu. Type the desired symbol or word in the search box. Click the box “Replace”.

This will open a box below the toolbar to type the word to replace. You can find each one individually to replace one by one, or click “All” to replace all, which I would be cautious if there are places you do not want text to be replaced.

After editing the document, you can now change your toolbar back to the Classic toolbar by going to dropdown menu “View”, clicking “Current toolbar”, then clicking “Classic” as shown highlighted in blue below.

The below toolbar will display.

4) Adding Supports using bubble notes (similar to STAAR A pop-ups and roll-overs, sticky notes, voice notes, and using picture dictionary

You should have 2 other floating toolbars, the reader toolbar and the study skills toolbar, shown below.

If you do not see these, click the “Window” dropdown menu, and click “Show Reader”. Repeat this process and click to “Show Tools”. Hovering over the tools will tell you what they are. You have highlighters, circle tools, the ability to add footnotes/ voice notes/ sticky notes/ text notes/ bubble notes. Bubble Notes is the note tool that is most like STAAR A Pop-ups. Kurzweil does not have a function similar to roll overs, so using Bubble Notes where roll-overs would be is your best option. To add a note, click on the note type you want to add, then click on the page where you would like to paste the note(bubble note and footnote must be linked to text on page). Below shows adding a Bubble Note to the word “conversation” to define for a student. When I click on Bubble Note, then click on the word conversation, the box below appears and I can type the support.

When you type the support information you want to give the student and close the note, the bubble note appears. Students can click the support to view while they read. This tool can also be used to add questions: short answer, long answer, choose multiple (multiple choice), choose one( can be used for true/ false), or matching. This is done by expanding the dropdown box shown below.

The below image is an example of other added notes I created in the document using the “Tools” floating toolbar. I added a bubble note on the word conversation, a sticky note, and a voice note recording a message in my own voice. To remove any note or highlight, you can click on the eraser and double click or drag it over the support note you want to remove.

Once you are finishing adding supports, it is now time to show you how to restrict the computer support features during test taking shown below in 5.

5) Lock features and password protecting the ability to turn them back on at the computers until after testing.

To lock support features at the computers you will be testing at, you can click the “Kurzweil 3000” dropdown menu, click lock features.

The features that you can lock will be displayed and you can check the supports and functions you do not want students to have access to. Below I have checked to not allow definitions, synonyms, and spell checker.

To password protect the student(s) from unlocking these features, click on the at the bottom left corner. Type in a password and confirm the password. Write the password down and share with other staff who will be needing to unlock these features after the test. This will only lock the features at the computers you have locked the features for.

You may NOT want to store the test in the universal library in a public folder students have access to because students who open the document at a computer where lock features have not been set will have access to all supports located in Kurzweil 3000. Alternatively, you can store them to a secure location on your network, store on a usb, or other locations students can’t get to.